2012 Banner Employee Training Moraine Park Technical College Accounts Receivable Inquiry Training COURSE NUMBER (999-XXX) COURSE LENGTH (hrs. /min.) PREREQUISITES Julie Pieper
Table of Contents BANNER PROCESS FLOW... 2 COURSE DESCRIPTION... 3 SECURITY ROLE(S) IDENTIFIED...3 LEARNING OBJECTIVES... 3 LEARNING PLAN 1 DETAIL CODES... 4 LEARNING PLAN 2 REVIEWING AR ACCOUNTS... 5 Reviewing AR Account Detail using TSAAREV..5 Reviewing AR Account Detail using TSADETL 7 Reviewing AR Account Detail using TSAACCT. 14 LEARNING PLAN 3 REVIEWING COMMENTS... 15 PERFORMANCE ASSESSMENT TASKS... 17 Scoring Guide...17 APPENDIX... 18 Banner Forms... 18 Acronyms...18 Glossary 19 1
BANNER PROCESS FLOW Calculate Credits TSASPAY Enter Charges Update Account TSADETL TSAAREV Enter Payments Perform Cashiering TGACREV Enter Misc Transactions TFAMISC Banner Inputs - Describe what content and/or processes need to be completed in Banner before the employee is able to perform the steps and processes contained in this training. Banner Outputs - Describe the final product (output) that will be created upon conclusion of the course and where that information goes in the Banner workflow. 2
COURSE DESCRIPTION This course is intended for all users of Banner Accounts Receivable who are responsible for entering, reviewing, reconciling and/or reporting accounts receivable transactions in Banner Student Module. The goal of this workbook is to provide you with the knowledge and practice to perform Accounts Receivable duties. Banner AR is tightly integrated with both the Banner Student, Financial Aid, and Finance modules. On the Student side, Banner screens contain numerous data elements from Banner s Records and Registration modules, e.g. citizenship status, class enrollment, Family Educational Rights and Privacy Act (FERPA) disclosures. On the Finance side, Banner AR feeds all receivable data to the College s General and Operating Ledgers in the Banner Finance module. The Student Services Office will be responsible for entering and reviewing charge and payment information. The Accounting and Financial Services ( AFS) Office will be responsible for the following processes; assess charges, process payments, generate billings, and perform various audit and control functions using the Banner Accounts Receivable module. SECURITY ROLE(S) Accounts Receivable - Inquiry LEARNING OBJECTIVES In This Banner Training, You will Learn How To: Explain the purpose of Detail codes Review AR/Student account information Determine balances View AR comments on accounts 3
LEARNING PLAN 1 DETAIL CODES Detail codes are the mechanism used to place and identify charges and credits on accounts in Banner Student AR. Detail codes link Banner Student AR to the Banner General and Operating Ledgers through the Feed to Finance process. Each Detail code is a unique, four-digit, alpha/numerical code that is designated as either a charge or a payment transaction. The Detail Code Description contains the exact text that appears on the student account activity and billing statement. Detail codes are always processed using the specific, six-digit Term Code to which the transaction pertains. Every Detail code is mapped to two FOAPAL s (fund, org, account, program, location) so that when used it always generates the appropriate two-sided accounting distribution that records the transaction in the College s General and Operating Ledgers during the Feed to Finance process. 4
LEARNING PLAN 2 REVIEWING STUDENT ACCOUNTS Reviewing AR Account Detail using TSAAREV When a student approaches the window and asks questions about their account, the cashier will go to the Account Detail Review Form (TSAAREV) to answer the normal questions on their account. What is the amount they owe? Is their Financial Aid in? What is this charge for? What is this credit from? Etc. The Account Detail Review Form (TSAAREV) is used to enter and review charge and payment information on a particular account. The Account Balance and the current Amount Due are calculated and displayed on the last line of this form. Also notice the Query Balance is displayed. The Query Balance may change based upon the number of transactions being viewed. Any changes to the account information will modify these balances. Accounts Receivable holds will also be checked for an account before allowing entry of any charges or payments. This form presents an online view of each transaction. For more detail on a transaction, the Account Detail Form (TSADETL) should be used. This form may receive information from many other functional areas, such as transcript fees from academic history, application fees from admissions, registration charges from registration, and bookstore charges from bookstores. Step Action 1 Access the Session Detail Selection Block of TGACREV. 5
2 In the payment/charge field enter C (charge). 3 In the category field enter BIL (billed charges). 4 Access the Cashier Session Summary block. The block should populate with the transactions matching your criteria, including the Accuplacer fee from a previous topic. 5 Select Review Cashier Session Detail from the Options menu. All processing is shown by detail transaction. Return to the Session Detail Selection block and select all payments by 6 entering P in the payment/charge field. View all payment information entered in the Cashier Session Summary block. 7 Select Review Cashier Session Detail from the Options menu. All processing is shown by detail transaction. 8 Return to the Session Detail Selection block and select all charges by entering C in the payment/charge field. View all charge information entered in the Cashier Session Summary block. 9 Select Review Cashier Session Detail from the Options menu. All processing is shown by detail transaction. 10 Return to the Session Detail Selection block and remove the payment/charge and category field values. 11 Enter the Cashier Session and Cashier Session Detail blocks. Request all transactions that were manually entered (a source code of T). Perform the queries using both positive and negative amounts as well as 12 greater than or less than amounts (>100, <250) and combinations of the fields on the Cashier Session Detail block. Balance payments in the cash drawer against totals by detail code (all 13 cash, all checks, etc.) Totals are available by pressing the Totals button or using the Options Menu to select Display Totals. When the session is in balance and the totals on the Cashier Session Review Form (TGACREV) match the payments collected, close the session 14 by selecting Close Session from the Options menu. Notice how the Session Number changes at the top of the form and the Close Session option is no longer active. 15 Select Display User Sessions from the Options menu. The session now appears in the closed session query. Notice the C in the Status field indicating the session is closed. 6
Reviewing an AR Account Using TSADETL You will use the Student Account Detail (TSADETL) form to view current account payment and charge information to assist students who have questions about their account. You can also enter transactions in this form. See the Posting a Charge or Payment on a Student Account in the TSAAREV Form section of this manual for more information about entering transactions. As you scroll down through the account information, the Query Balance may change depending upon the number of transactions being viewed. Account Receivable Holds will also be checked for an account before allowing any charges or payments to be processed. This table lists and describes the values shown in this tab block. Charges/Payments Fields Detail Code Amount Description Displays the code associated with the type of transaction you are reviewing The amount associated with the transaction 7
Balance The balance associated with the transaction Term Displays the term for which the transactions are applied Source Displays the source of the transaction (registration, housing, AR, etc.) Text This field is used to enter notes, comments, etc. Pay Num Document Number Free-form information identifying a payment; often used to record check or credit card number Displays the number indicating when the document was fed into AR Trans Paid Trans Num Receipt This field is used to force Banner to apply payment to a specific charge when you review a payment transaction Displays a system-generated, specific number that is created for each transaction Displays the receipt number for the transaction under review The Query Balance field shows the total balance for whatever parameters are shown in the Charges/Payments tab block. When you want to look at what the account owes for any charges (Example: any charges over $30), follow these steps. Step Action 1 Access Student Account Detail Review Form (TSADETL) 2 Enter the student s ID and click the Next Block icon. 3 Select Enter from the Query menu in the Menu Bar. 4 Type 30 in the Amount field Select Execute from the Query menu in the Menu Bar. You will either receive a 5 message that states that the query retrieved no records, or the Account Balance block field will display charge information for all transaction amounts that are greater than $30. Scroll down to the last transaction by using the right scroll bar to view the cumulative 6 balance from your query in the Query Balance field. 8
This table lists and describes the other values shown in the Account Balance block that you may review. Account Balance Fields Amount Due Memo Balance Authorized Aid NSF Receipt field Description Displays the current total outstanding amount on the student s account Displays the amount of financial aid that the student is eligible to receive, Payment Plan installments, and Pending VA amounts Displays the amount that Financial Aid Department has authorized, but has not been processed through AR(disbursed) The number in this field tracks how many NSF incidents for the student s entire history, not just during the current term 0 =No NSF incidents 1 = one incident, etc. Receipt number 9
Click on the Dates/Invoice tab block to review transaction details. This table lists and describes the values shown in the Date/Invoice tab block. Date/Invoice Fields Effective Transaction Bill Due Statement Description Displays the date the transaction becomes effective; this date affects the calculation funds due The effective date cannot precede the transaction date Displays the date when the transaction was originally entered This date is generated by Banner s billing process The date is used by the aging process to determine a charge s past due period This date is generated by Banner s billing process If the due date is a future date, the amount is not calculated in the Amount Due field (located at bottom of form) If the date is today or a previous date, the amount is calculated in the Amount Due field This date is generated by Banner s billing process This is the date the statement containing the transaction was generated 10
Click on the Feed/Cashier tab block to review transaction details. This table lists and describes the values shown in the Feed /Cashier tab block. Feed Cashier Fields Feed Feed Doc Number Feed Date Session User End Date Create Source Description Y = Feed this transaction to Finance N = Hold this transaction F = Already Fed to Finance Displays the number indicating through which document this transaction was fed into the Banner Finance module The Date this transaction was fed into Finance Displays the cashier session number associated with this transaction If the number = 0, then the cashier session is still open. Displays the cashier ID for this transaction. Displays when the cashiering session was closed Displays where the transaction was created 11
Click on the Cross Ref tab block to review transaction cross reference details. Every field in this block provides data related to third party processes. This table lists and describes the values shown in the Cross Reference tab block. Cross Reference Fields ID Source Number Detail Code Description Identifies a specific third party entity (Agency, Employer) References the third party transaction References the third party transaction References the third party transaction Click on the Tax tab block to review transaction tax details. This block provides tax-related information for the transaction. It is populated by the 1098-T process. Cross Reference Fields Year Box Description Shows the tax year in which the transaction was reported on 1098-T form Box on the 1098-T form that this transaction impacted Amount The amount of this transaction that was reported on the 1098-T form 12
Future Term Indicates if this transaction was included in a future term Reviewing Memo Details The fields in the Memos Tab block provide transaction details for financial aid that has not been authorized for the student, Payment Plan details, and Pending VA amounts. Example: If a student will be receiving $500 from a Pell Grant, one of the Detail Code fields will contain the correct code and text description of this potential award. The amount will be displayed in the Amount field. 13
Reviewing AR Accounts using TSAACCT The Account Review Form (TSAACCT) is used to review and maintain information about a specified account. It is a combination of a Data Entry form and Query form. All aspects of the account are displayed including Account Status, Account Balances (future and aging), Memo s (third party contracts), and Collection information. In addition, this form is used to prevent an account from being billed by entering a Bill Code. The Delinquency code can be assigned automatically based on the aging of the oldest billed charge. Refunds may be withheld from the account by clearing the Refund Account check box. NSF Counter field is an indicator of the number of times an account has had a check returned for non-sufficient funds. This number is system assigned as a one-up number and may not be edited. In the Effective Date Aging field, the amounts displayed are related to the effective date of the charge. In the Billing Date Aging field, the billed amount is broken down by aging category shown. If there is a value in the Un-billed field, this indicates a bill has not yet been sent. Step Action 1 Access the Account Detail Review Form (TSAACCT) In the ID field, enter the ID of the student used in previous lessons if it is not already 2 present in the key block. 3 Perform Next Block functions to populate the Account Status block and the Account Balance block. Review these values. Should you have any questions, return to TSAAREV or TSADETL and review all items to understand the summary provided on TSAACCT. 14
4 Continue performing Next lock functions to review Exemptions, Contracts, and Collections. (alternatively you may use the options on the Options menu to navigate between blocks.) 5 You may wish to return to TSAACCT after completing subsequent exercises that will affect the values on this form. Reviewing Comments on TGACOMC The Comment Central Form (TGACOMC) will display all comments entered on forms in the Accounts Receivable module in one location. Comments can be entered through various forms in the Accounts Receivable module. This form provides the ability to view any or all comments in one place, regardless of the original entry form. The user may access the Comment Central Form (TGACOMC) from the following forms: Account Detail Review Form (TSAAREV) Collections Form (TGACOLC) Customer Profile Definition Form (TGACPRF) Student Payment Form (TSASPAY) Student Account Detail Form (TSADETL 15
Step Action 1 Access Student Account Review Form (TSAAREV) In the Key block, enter the ID of the person whose comments should be displayed. Upon 2 going to the next block, you will be visually alerted as to whether comments exist and the form of original entry for those comments. 3 Select the Comment Form (TGACOMC) from the Options menu. A series of icons representing forms of original entry are displayed. If a comment was entered for the ID in the Key Block using one of the Accounts Receivable entry forms 4 listed, the text icon will take on a different look and bubble help will display the word data. 5 6 To see all comments associated with an ID Number, select the View All Comments text icon or select that Option in the Navigation Frame. To display the comments that were created on a particular form, select the appropriate test icon or select the Option in the Navigation Frame that corresponds with the form name. After selecting an icon, the form will navigate to the Comments window, on which the comment text will appear. The ID Number will appear along with the name. Perform a Next Block to populate the form. 7 Enter the appropriate Originator Code from the drop down box and next block. Type in comment, and save. Notice that for each comment, supporting information is supplied. You will be able to see 8 the form the comment originated from, the Activity Date (date comment was made), the Origin of the comment, and the User ID who made the comment. There are a few very important facts to remember about the Comment Central Form (TGACOMC). The comments made about an individual can be viewed by others. The individual who made the comments will have their User ID associated with the comment. For this reason: Only comments that are factual should be entered. It is important not to make a judgment about an individual. All comments should be appropriate in nature. Negative comments about an individual should never be made or entered into the system. It may be wise to view the information on this form before comments or information is shared with anyone. 16
PERFORMANCE ASSESSMENT TASKS Instructions to Employee for Assessment Task Scenario to be used for Assessment Task Scoring Guide/Rubric for Assessment Task 17
18 Accounts Receivable-Inquiry 2012
APPENDIX Banner Forms TGACOMC M TGIRCPT Q TSAAREV Q TSADETC Q TSADETL Q TSAEXPP Q TSAEXPT Q TSASPAY Q TSIQACT Q Comment Central Receipt Query Account Detail Review Detail Code Control Account Detail Exemption Person Authorization Exemption Authorization Student Payment Student Payment Detail Query (Refer to Banner Frequently Used Forms on mymptc) Acronyms INB MPTC SSB Internet Native Banner Moraine Park Technical College Self-Service Banner 19
Glossary Term FOAPAL Cashier Sessions Category Code Closed Cashier Session Detail Codes Finalized Cashier Session Form Definition Chart, Fund, Organization, Account, Program, Activity, and Location are the seven components that represent the Chart of Account (COA) structure. An instance where data entry is performed. In Banner, any person that enters transactions will initiate a cashier session. This term is used broadly and does not mean the person that creates a cashier session is necessarily handling cash. A code created to group/identify Detail codes logically. A session that has been ended and no additional data entry is allowed. When a session is closed Banner flags it with a C. A code created to identify charges and payments, including but not limited to tuition, fees, cash payments, check payments, financial aid disbursements. A session that has been closed, reviewed by a supervisor and the supervisor has determined that all transactions are approved, supported by a source document, and transactions were entered in the correct amount. When a session is closed Banner flags it with an F. An online document where you can enter and look up information in your database. A form visually organizes information so it is easier to enter and read. A Banner form is similar to a paper form, except information is entered once and then used by other forms, reports, and jobs. General Person Non-Person A general person has information shared in more than one module. They can be defined as a person or non-person to the system. Some of the information that is shared between more than one module includes: ID, Name, Address, Phone, and Biographic/Demographic. Student System: this is any entity that is not a student (e.g., third party sponsor). Finance System: any customer who is not an individual (e.g., company or corporation). Person Restricted User Supervisor Validated Field Validation Table Wildcard Any student, staff, faculty, or individual customer in Banner. A user with the access to only certain Detail codes within Banner or Detail code types such as charges, payments or both. A person granted the privilege of making changes to closed cashier sessions other than his/her own. Supervisors are able to review and make changes to closed sessions created by the cashiers assigned to them. A field where only values contained elsewhere in a validation table may be entered. A table where valid values are created for use in Banner modules. % and _ symbols can be used at the beginning or end of the entry you are searching. Use _ (underscore) to take the place of ONE character. 20